Commonwealth of Virginia

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1 June 2, 2010 Commonwealth of Virginia Virginia Traffic Records Electronic Data System (TREDS) Category Cross Boundary Collaboration and Partnerships Nomination Submitted by Samuel A. Nixon Jr. Chief Information Officer Commonwealth of Virginia Virginia Information Technologies Agency

2 2010 Commonwealth of Virginia NASCIO Award Submission Category: Cross-Boundary Collaboration and Partnerships Project: Virginia Traffic Records Electronic Data System (TREDS) Executive Summary The Virginia Department of Motor Vehicles (DMV), with funding and joint oversight with the Virginia Department of Transportation (VDOT) and the Virginia State Police (VSP) as well as significant participation from 11 state and federal agencies and 134 local law enforcement jurisdictions, has built and launched a state-of-the art traffic crash data system, TREDS (Traffic Records Electronic Data System). The system automates and centralizes statewide crash information and collaboratively serves Virginia s highway safety community with timely, accurate, secure and accessible crash data. In 2005, the National Highway Traffic Safety Administration (NHTSA) conducted an assessment of Virginia s traffic crash data reporting performance. NHTSA provided a less than favorable assessment of Virginia s system, exposing the need to update the current crash system and related processes. This major redesign of the state s traffic records system first focused on application of electronic crash data collection methodologies. TREDS expanded to streamline and simplify data collection; eliminate duplication of data entry; increase the quality, quantity and availability of traffic records data; and provide enhanced reporting and analytics. TREDS was developed over a 30-month period, delivering incremental functionality throughout; final migration was completed July 6, Primary delivery points include an electronic crash report module allowing mobile officers to enter reports from the field, role-based workflow modules to guide from submission to conclusion and the TREDS data warehouse to provide extensive reporting and analytics. The system offers user interfaces for law enforcement, DMV staff and VDOT engineers. The architecture enables TREDS to exchange information with heterogeneous systems from the Virginia State Police, VDOT, Virginia Supreme Court, Department of Health, Community College System, local law enforcement and private vendors, regardless of the applications and databases on which those systems are running. More than 300 business rules and interface edits ensure data accuracy. The architecture is a virtual clustered environment with multi-factor security and high availability. Today, TREDS serves more than 6,000 law enforcement officers statewide and multiple federal, state and local agencies. The TREDS project, at a cost of $5.4 million dollars, is yielding recognized savings of $1.4 million annually for the Commonwealth. The project exceeded all objectives for scope, schedule and budget. TREDS is recognized as a Best of Breed technology solution in Government Connected Frameworks by Microsoft. With the implementation of TREDS, Virginia now is recognized as a national leader in highway safety information, analysis and technology.

3 Description of the business problem and solution In 2005, a NHTSA Traffic Records Assessment determined that Virginia s 20-year-old legacy crash reporting system did not meet the needs of the highway safety community in Virginia from perspectives of data timeliness, accuracy and availability. The legacy system was an archaic application built on a mainframe platform, very limited in its flexibility, integration and business rule capabilities. Each year, data entry specialists were manually processing 154,000 data-intensive crash reports. Paper copies of the critical FR300 crash report used by law enforcement were handled by multiple agencies. There was a 4-6 month time lag between a crash and event entry into the system. Highway and public safety data were warehoused by separate agencies in a variety of formats including paper, mainframe databases and imaging systems. There was a lack of integration across agencies, data was inconsistent, and there were few safeguards to ensure accuracy. Redundant data entry functions at the state and local level resulted in unnecessary cost, inaccuracy and availability delays. Challenges included wholesale re-engineering of business processes at the state and local level, inter-agency cooperation and oversight, and most notably, automation of work for a large and technically diverse law enforcement community. DMV, through the Virginia Highway Safety Office (VHSO), spearheaded the effort to improve Virginia s performance - both to meet NHTSA compliance requirements and to achieve a high level of integration with outside agencies and programs, incorporate ancillary data, enrich the value of crash information and share data and analytics. DMV initiated the TREDS project in October 2006 to replace the outdated legacy solution, create collaborative interoperability and expand functionality and data aggregation. Multi-agency commitment and local law enforcement involvement at the outset were deemed critical to success. The project would be evaluated on three primary measurements: data integrity, agency efficiency and data expansion Project Organization: Collaboration through organization was the first and most critical step towards project success. A Traffic Records Coordinating Committee (TRCC) was formed by DMV s VHSO at project onset for strategic and functional direction of outcomes; 11 state and federal agencies and134 independent local law enforcement jurisdictions were represented. A TREDS Steering Committee was formed for project communication and executive sponsorship, comprised of the principal stakeholders: DMV as lead agency, VDOT, Virginia State Police (VSP), and the Virginia Information Technologies Agency. Virginia Commonwealth University provided statewide training and communication to law enforcement personnel, delivered to users at multiple points as significant functionality was released. The formation and continued input from these groups was integral to meeting project objectives. Development Methodology: It was critical that the project deliver early results following the less-than-optimal federal safety ratings. As such, the most advantageous

4 development methodology was Agile Scrum. Despite the risk of introducing an iterative methodology into a waterfall environment, early adoption was successful and the project delivered its first release within seven months of team formation. The first release of TREDS included: A redesigned crash report that met federal guidelines in a scannable format, eliminated direct data entry, reduced processing workload, expanded data collected and improved data availability; An integration solution delivering commercial vehicle crash data to State Police for federal reporting, eliminating duplicate data entry and improving timeliness; An alpha release of TREDS User Interface for local and state law enforcement. This initial release was dependent on the legacy database but enjoyed immediate results that improved Virginia s federal compliance rating in Subsequent releases were delivered every several months until all objectives were completed. TREDS became the system of record in July Technical Architecture: Project planners first considered commercial off-the-shelf packages, but rejected them because couplings were too tight between the front end and back end data collection and storage, isolating data and limiting mining. Microsoft BizTalk Server 6.0 R2 was chosen as integration development technology. The solution is based on the Microsoft Connected Government Framework. Figure 1TREDS Architecture The new solution is a workflow-based transactional system which receives and processes crash data from the field through various channels. Middleware sustains integration and business rule adherence, and a business intelligence (BI) solution slices, dices and reports on captured data. The solution captures data received from law enforcement using mobile devices in the field, and from other authorized systems using more traditional media including scanned paper images. The rules engine is applied to each incoming set of data, and inaccurate data such as a report that specifies wet roads on a sunny day is queued to DMV Crash Operations for correction. Reports are categorized by urgency (with fatalities designated most urgent) through workflow run on Microsoft SQL Server where it is integrated with VDOT s Oracle database for location confirmation. The verified report is ultimately stored in a SQL Server 2005 data mart where SQL Server Reporting and Analysis Services are used to create and analyze data cubes and to create custom reports.

5 Flexible architecture assures that TREDS can support limitless integrations with approved data sources. For example, TREDS data now is integrated with Virginia Community Colleges to collect Motorcycle Safety Training outcomes. Functional Delivery (Change Management): TREDS iterative approach to software delivery enabled the team to deliver functionality and accept constituent feedback at every implementation point. High impact features, initially released in beta, garnered support and contribution from core users. For example, the redesign of the FR300 police crash report and the TREDS user interface was the result of direct input from 18 beta sites and six state-wide law enforcement focus groups. The final product included implementation of 87% of the requests/suggestions from these participants. Core components: Workflow routes the crash from officer submission to supervisor approval, through the TREDS business rules engine for compliance evaluation and either queuing to the DMV Crash Processing team or directly to the data store. Features include an extensive role-based user interface, exhaustive audit history, automated driver and vehicle match to DMV s customer system, automated queuing for GIS coding by VDOT, and comprehensive operation reporting for tracking. Electronic Crash Reporting includes a user-friendly interface for completing the police report at the point of crash on a mobile PC. Intelligent data entry, backed by 126 rules, guides the officer to reduce errors and speed completion. It also includes electronic submission, a diagramming tool for crash scene reconstruction and a mapping tool for location identification. This feature was developed in partnership with Visual Statement. Data Analytics are enabled through the role-based user interface; 113 standard reports have been developed and each can be filtered over multiple dimensions. Data now is available immediately that prior to TREDS was published annually. During system migration, 15 years of legacy data was converted to support long term longitudinal trending. Integration Framework allows TREDS to communicate with virtually any system through standardized XML data exchange. TREDS currently supports information exchange with numerous state agencies, local law enforcement, several records management software vendors and private companies. Significance to the improvement of government operation A collaborative group of government participants now has the ability to provide customers, including citizens, with a wide array of needed data and reports. Geospatial services and mobile applications are enabled. Rich data is used for highway safety problem identification, targeted enforcement efforts, roadway engineering decisions, executive decision-making and legislative support. TREDS provides staff with new capabilities, expands the knowledge base and boosts employee morale. Because TREDS electronically extracts and submits commercial vehicle data, Virginia now enjoys a GREEN status from the Federal Motor Carrier Safety Administration, up

6 from a 2006 RED. Virginia also was recognized as the first state to achieve 100% compliance for commercial large truck and bus data and is 80% compliant (among the highest in the nation) with NHTSA crash data. TREDS has effectively reduced the time it takes a law enforcement officer to complete a police crash report from 45 minutes to 15 minutes, and the time to manually process a police crash report from days to just six hours when completed electronically with no errors. The 2007 Annual Traffic Crash Facts report required nearly three months to compile and publish through a series of extracts, spreadsheets and presentation tools. The 2008 Traffic Crash Facts was generated through TREDS, in its entirety, in 14 minutes and published after one week of quality assurance work. Future applications are enabled to meet business need. In 2009, TREDS integrated with the Virginia Community College System and 14 private dealerships to collect class outcome data of Motorcycle Safety Training classes. This information now is married with crash data to study the impact of training courses on motorcycle-related crashes. TREDS is a key component of the DMV Strategic Plan, VHSO State Highway Safety Plan, national 408 Strategic Plan for Traffic Records and the state Strategic Highway Safety Plan. The project is in alignment with CIO priorities and state and federal mandates for data accuracy, timeliness and inclusion. The project closely aligns with each of five goals of the Commonwealth Strategic Plan for Information Technology. These goals were closely examined during review by the CIO and the ITIB before approval and inclusion in the state s major IT project portfolio; progress has been closely reviewed through adherence to the Commonwealth s IT Investment Management process. TREDS also aligns with NASCIO s State CIO priorities, including strategies of consolidation, shared services, budget and cost control, security and e-discovery and priority technologies including content management, unified communications, identity and access management, GIS, business intelligence and mobile workforce enablement. TREDS now is viewed as a national leader in highway safety information systems and has received national awards, conference invitations and recognition including the 2008 National Award for Best Practice in Traffic Records; please see the list of awards and recognition online: Benefit of the project TREDS has appreciably reduced the time between crash event and reporting. It has improved data integrity, completeness and contextual richness of information. Project cost was $5.4 million for TREDS core system design and implementation. Documented savings to Virginia of $1.4 million annually are generated through elimination or reduction of costs for postage, copying, courier services, full-time and temporary staff, overtime and outsourcing. The cost of the project will be recovered in less than four years; its benefits are highly quantifiable and accrue to multiple stakeholders.

7 TREDS success has resulted in acquisition of additional funding to develop new reporting, citizen services and collection of ancillary data to further crash analytics capabilities. Table 1 Project Performance Measures TREDS has been quantified since its inception; major project metrics and outcomes included in Table 1 illustrate its success. The project has delivered state-ofthe-art technology that provides accurate, timely, accessible and complete highway safety data. The resulting data products are used as the foundation for defining, managing, and evaluating traffic safety activities and performance. Performance Measure Elapse time between crash event and availability Time to complete report Produce Virginia Crash Facts Category Pre-TREDS Average Post-TREDS Average Significance Timeliness 184 days 6 hours autoaccept Citizen satisfaction and ability to analyze 32 days manually short-term trends Timeliness 45 minutes 15 minutes Officer safety; less time at the scene and ability to resume his or her post Timeliness 3 months 1 week Information now is available for executive, legislative GIS Coding Accuracy 12 reports included GIS coordinates Business Rules Accuracy 23 rules implemented DMV Customer Match Inclusion of external data sources Delivery of crash data to external sources Accuracy Manual look-up and entry 18,933 reports include GIS coordinates 312 rules implemented Fully automated Integration None 22 external data sites decision making Critical information for location and remediation of crash hot spots. Becomes mandatory in 2011 Improves reliance on data and aids in decision-making. Reduced processing time and elimination of keying errors Improved decisionmaking and immediate delivery Integration 1 6 Eliminate manual effort Staffing Financial 31 staff 15 staff Direct labor cost savings TREDS has greatly improved business processes across boundaries; enhanced reporting and analytics; and garnered ongoing cost and time efficiencies that are being experienced across multiple state, local and federal agencies and the private sector. It has united previously disparate government business entities according to business need, creating multiple benefit streams that ultimately accrue to citizens. TREDS has earned its place as a national leader in highway safety information systems.

Commonwealth of Virginia

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